Document Controller Shawad Property Management

Common Core Responsibilities

• Receive, review, register, classify, and distribute incoming/outgoing documents according to company procedures.

• Maintain and update an Electronic Document Management System (EDMS) or Document Control System (DCS) for version control, revision tracking, and audit trails.

• Ensure proper numbering, formatting, metadata tagging, and compliance with internal standards, regulations (e.g., data protection laws, industry-specific rules), and company policies.

• Scan, digitize, upload, and archive physical/hard-copy documents while managing secure storage (physical and digital).

• Control document lifecycles: creation → review → approval → distribution → updates → obsolescence/archiving.

• Handle requests for document retrieval, printing, or sharing with authorized internal teams (e.g., property managers, finance, legal) and external parties (e.g., tenants, vendors, regulators, investors).

• Perform quality checks for completeness, accuracy, and proper approvals before issuance.

• Maintain master registers/logs of all controlled documents, including transmittal records and distribution lists.

• Support audits, compliance reviews, and reporting by providing accurate document trails.

• Liaise with departments to resolve document-related issues and improve processes.

• Ensure confidentiality and access controls for sensitive information.

• Support daily operations by ensuring quick access to documents for the company, finance, investors and clients.

• Manage investment-related documents

• Control investor-related materials like subscription agreements, etc

• Ensure secure handling of confidential financial data for board/investor reporting and regulatory filings (e.g., SEC if applicable, or local investment rules).

• Assist with archiving completed investment cycles and maintaining historical records for audits or performance analysis.